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CHHATTISGARH STATE POWER HOLDING COMPANY LTD. (A Government of Chhattisgarh Undertaking)
(A successor Company of CSEB)
Vidyut Sewa Bhawan, Danganiya, Raipur (C.G.)-492013
Website :- www.cseb.gov.in Phone:0771-2574359, 2574323
No.05-01/Audit/ Raipur, Dtd. / 05 /2016
NOTICE INVITING TENDER
Sealed tenders are invited from reputed Chartered Accountant /Cost & Management Accountant
Firms:-
Tender Specification No. ____________________________
Name of Work - Appointment of Chartered Accountant (CA)/ Cost & Management Accountant
(CMA) Firm as Internal Auditor for CSPTCL for the Financial Years 2015-16 & 2016-17.
Cost of Tender Document - Rs.2000/-
Amount of Earnest Money Deposit (EMD) :- Rs. 14,000/-
Mode of payment - The payment of EMD / Cost of tender document should be made through
crossed Demand Draft / bankers’ cheque in favour of “CSPHCL”, Raipur payable at Raipur.
Due dates relating to Tender :
Particulars Due Date Time Place
(i) Due date of obtaining “
tender for appointment of
Internal Auditor”
28/05/2016 1700 Hrs.
O/o The General
Manager (Fin.)
CSPHCL, Ground Floor,
Vidyut Sewa Bhawan,
Raipur (C.G.) 492013.
Note: In case of change in
due date, it shall be
intimated on the website
(ii) Due date of
Submission of offer
upto
30/05/2016
1500
Hrs.
(iii) Due date of opening of
Part-I & II bids
30/05/2016
at 1530 Hrs.
(iv) Due date of opening of
Part-III bid
To be notified
separately
In case due date for opening of bid happens to be a holiday, the due date shall
automatically be shifted to the next working day, for which no separate intimation will
be given.
2
The tender documents may be purchased from the O/o GM(Finance), CSPHCL, Vidyut Sewa
Bhawan Danganiya, Raipur(CG) 492013, on payment of non-refundable tender cost as
specified on above dates between 1100 Hrs. to 1700 hrs. on all working days from tender
publication date. Tender document can also be downloaded from our website link –
http:// cseb.gov.in/csphcl . In case of downloading tender document from the website the bidder
has to remit cost of tender document at the time of submission of bid.
General Manager (Finance)
C.S.P.H.C.L, RAIPUR
3
CHHATTISGARH STATE POWER HOLDING COMPANY LTD. (A Government of Chhattisgarh Undertaking)
(A successor Company of CSEB)
Vidyut Sewa Bhawan, Danganiya, Raipur (C.G.)-492013
Web Site :- www.cseb.gov.in Phone:0771-2574359, 2574323
No. Raipur, Dtd. / 05 / 2016
To,
--------------------------------------
--------------------------------------
Sub:- Tender for the appointment of CA/CMA Firm as "Internal Auditor" of CSPTCL,
for the FY 2015-16 and 2016-17.
As per requirement under the provisions of Section 138 of Companies Act 2013 read with
Companies (Accounts) Rules, 2014, Chhattisgarh State Power Holding Company Ltd.
(CSPHCL) intends to appoint CA/CMA professional firms as Internal Auditors for its subsidiary,
namely Chhattisgarh State Power Transmission Company Ltd. (CSPTCL). CSPHCL expects
quality internal audit work. Accordingly, it is requested to submit your offer as per enclosed
tender in 3 parts:-
Part - I bid: Earnest Money Deposit (in form of crossed Demand Draft / Bankers cheque).
Part - II bid: Accepted signed Commercial terms & conditions and PQR documents
Part - III bid: Professional Fee in the format prescribed.
The three parts of bid should be submitted in three separate envelopes & envelopes should be
super-scribed as Part- I bid (EMD and cost of tender document, if required), Part -II bid
(Commercial terms & conditions and PQR documents) and Part- III bid (Professional Fee)
respectively. All the three envelopes should be kept in one large envelope super-scribed "Offer
for Internal Audit of CSPTCL for FY 2015-16 and 2016-17" and should be submitted by
30/05/2016 up to 15:00 Hrs in the O/o General Manager (Finance), CSPHCL, Vidyut Sewa
Bhawan, Danganiya, Raipur (CG)- 492013.
General and Commercial Terms and Conditions of the Tender
1. Due date relating to the bidding:
Particulars Due Date Time Place
(i) Due date of obtaining “
tender for appointment of
Internal Auditor”
28/05/2016 1700
Hrs.
O/o The General Manager (Fin.)
CSPHCL, Ground Floor, Vidyut
Sewa Bhawan, Raipur (C.G.)
492013.Note: In case of change in
due date, it shall be intimated on
the website
4
(ii) Due date of Submission
of offer
30/05/2016 1500
Hrs.
(iii) Due date of opening
of Part-I & II bids
30/05/2016
1530
Hrs.
(iv) Due date of opening
of Part-III bid
To be notified
separately
In case, due date for opening of bid happens to be a holiday, the due date shall automatically be
shifted to the next working day, for which no separate intimation will be given.
CSPHCL reserves the right to accept / reject any or all the offers without assigning any reason
thereof.
2. Pre-Bid Submission clarification:
a) Pre-bid submission clarification, if needed on any point of this Enquiry or others related to
this enquiry may be got clarified during office hour at phone number 0771-2574369 or at
email – [email protected]
b) CSPHCL, at its sole discretion, reserves the right to respond to clarification raised by
Applicants. No response to a clarification request shall be construed for amending Enquiry
Document.
3. Submission of Offer:
The three parts of bid should be submitted in three separate envelopes & envelope should be
super-scribed as “Part- I bid (EMD)”, “Part -II bid (Commercial terms & conditions and PQR
documents)” and “Part- III bid (Professional Fee).”
All the three envelopes should be kept in one large envelope superscribed "Offer for
appointment of Internal Auditor of CSPTCL for the FY 2015-16 & 2016-17" and should be
submitted upto 30/05/2015 (1500Hrs.) in the O/o GM(Fin), CSPHCL, Vidyut Sewa Bhawan,
Danganiya, Raipur (CG).
Detailed contents of each envelop is as under:-
a) Part-I -EMD in the form of crossed Demand Draft / Bankers cheque drawn in favour of
“CSPHCL”, Raipur needs to be submitted through Part-I bid. In absence of EMD /
tender fee, Part-II & III bid shall not be opened. EMD of unsuccessful participants shall
be returned after awarding of the Audit works to the successful professional firm. In
case bidder has downloaded bidding document from the website, DD/Bankers cheque of
Rs 2000/- towards cost of tender document should also be submitted in Part-I.
b) Part-II -bid should consist of – Appendix I, II, III, IV and tender document (General
and Commercial terms & conditions of the Tender and Other terms & conditions
specified under each Package) including Annexure –I & II, signed with seal on each
and every page.
c) Part-III - bid shall contain only Appendix V (professional fee) duly filled in and signed
by the authorised signatory of CA/CMA Firm. The firm should quote Fixed Professional
5
Fee on lump sum basis only in Appendix-V including all expenses e.g. travelling
expenses, lodging & boarding expenses etc. to be incurred during audit but exclusive of
Service Taxe. Service tax as applicable shall be admitted separately. A copy of
registration certificate for Service tax shall be submitted alongwith first bill. No TA/DA
and Boarding & lodging facilities shall be paid. No other taxes and duties shall be paid.
On due date of opening, the envelope containing Part III- bid of only those CA/CMA
Firms shall be opened who are found eligible as per the eligibility criteria.
4. EARNEST MONEY DEPOSIT
i. All interested bidders shall submit, along with their Bid, Earnest Money Deposit (EMD)
of Rs. 14,000/- in the form of DD / Bankers’ Cheque, drawn on any scheduled bank in
favour of “CSPHCL, Raipur”, payable at Raipur.
ii. In case, the bidder withdraws his offer during the validity period, the EMD shall be
forfeited.
iii. Earnest money of unsuccessful bidders shall be refunded after award of contract on
successful bidder.
iv. EMD of bidder/s on whom the order has been awarded, shall be adjusted towards part of
security deposit.
v. No interest shall be paid on EMD.
vi. Offers submitted without EMD shall be summarily rejected.
5. Telex/Fax/Telegraphic bid:
Bids submitted through Telex/ Fax/ Telegraphic mode will not be considered under any
circumstances.
6. Deviations from terms and conditions and conditional bid:
Offers with deviations in commercial terms & conditions like payment term, validity etc. shall
not be accepted.
7. Incomplete Bids /errors/ ambiguities in bid:
a) Incomplete or obscure tender is liable for rejection.
b) Rates should be quoted in both figures and words. In case of ambiguity between rates in
figures and words, Rate quoted in words shall be considered for evaluation purpose.
c) In case of ambiguities or self-contradictory terms/conditions mentioned in the bid,
interpretations as may be in the interest of CSPHCL may be taken without any reference
to the CA/CMA firm.
8. Delayed/Late Bids:
CSPHCL shall not assume any responsibility for any postal delays either for the late receipt of
the documents by the CA/CMA Professional Firm or late receipt of the Offer by CSPHCL.
Extension in time for submission of the bid shall not be granted in any case.
9. Amendment in Bidding Document:
d) At any time prior to the deadline for submission of Bids, CSPHCL may, for any reason, whether at
its own initiative or in response to a clarification required by a prospective Bidder, modify the
Bidding Documents by amendment(s). The amendment will be notified in writing or by Fax/E-
mail to all prospective Bidders, who have purchased the Bidding Document at the address
contained in the letter of request for issue of Bidding Document from the Bidders. The
amendment shall also be uploaded on the website of the company. CSPHCL shall bear no
6
responsibility or liability arising out of non-receipt of the same in time or otherwise. In order to
afford prospective Bidder reasonable time to take the amendment into account in preparing their
Bids, CSPHCL may, at its discretion, extend the deadline for the submission of Bids. Such
amendments, clarifications etc. shall be binding on Bidders and will be given due consideration
by the Bidder while they submit their Bids and invariably enclose such documents as a part of the
Bid.
10. Pre-Qualification Criteria Requirements (PQR)
(a) The bidders shall fulfil the following criteria in order to be eligibile for award of contract
under the instant tender. The bidder shall submit information/documents for the verification of
qualification as mentioned in bracket against each criterion:-
i. CA/CMA firm must be in operation for at least ten (10) years duly registered with
ICAI/ICMAI. (Firm’s registration certificate required) .
ii. CA/CMA firm should have its Head Office/Branch Office in Chhattisgarh. In case the firm
does not have Head Office/Branch Office in Chhattisgarh, the firm should submit an
undertaking that upon appointment as Internal Auditor, it shall open an office in Raipur
within 1 month where at least one partner shall be stationed permanently.
iii. CA/CMA firm should have minimum 5 partners associated with them during the last 3
years, out of which at least 3 shall be fellow members (FCA/FCMA). (Constitution
certificate from ICAI/ICWAI is required).
iv. The firm should have served as internal auditor for at least 1 year during the last 3 years
period i.e. F.Y. 2012-13, 2013-14 & 2014-15 of listed Companies/Govt undertaking/ Power
Utility having minimum turnover of Rs 1000 Crore during the year of audit. The branch
audit of banks shall not be considered for the above purpose. In case the firm has conducted
the internal audit of Zonal/Regional offices of the Companies, the turnover of the particular
Zonal/Regional offices only shall be considered for valuation of this criterion. (Copy of
order appointing as internal auditor, Balance Sheet of Auditee company in case of corporate
level audit with their phone number and email address or certificate from company’s
authority regarding turnover of the Auditee offices is required).
v. During the last 2 years i.e. FY 2013-14 & 2014-15, the firm must have worked as internal
auditor for at least one year in an organization working under ERP software environment. (A
certificate from Auditee company is required)
vi. The firm should have minimum average annual professional receipt of Rs. 100 Lakh during
the last 3 F.Y i.e. 2012-13, 2013-14 & 2014-15. (Audited Annual Account of firm is
required)
vii. There should be no legal suit/criminal case pending or contemplated against CA/CMA firm
on the ground of moral turpitude or for violation of any law in force. (An undertaking from
the firm is required)
NOTE :- Relevant documentary proofs in respect of all the above requirements need to be
submitted alongwith the Part-II offer-"Qualifying Bid" in Appendix - I. Without sufficient
documentary proof about above qualifying criteria, Part-III offer- "Professional Fee Bid" shall
not be opened.
(b) CA/CMA firm who have been awarded contract for internal audit/cost audit of
CSPGCL/CSPTCL/CSPDCL/CSPHCL for FY 2015-16 shall not be eligible for being
appointed internal auditor of CSPTCL.
7
11. Professional Fee :
The firm should quote Fixed Professional Fee on lump sum basis for conducting internal audit
for FY 2015-16 and FY 2016-17 separately package-wise in the format enclosed at
Appendix- V, including all expenses e.g. travelling expenses, lodging & boarding expenses
etc. to be incurred during audit but exclusive of Service Taxes. Service tax as applicable shall
be admitted separately as per extant rules. A copy of registration certificate for Service tax
shall be submitted along with first bill. No TA/DA and Boarding & lodging facilities shall be
provided.
12. Criteria for evaluation of bids:-
The bidders shall quote professional fee for work of internal audit. The bidder whose price is
found to be lowest (L1 bidder) shall be considered for award of contract subject to
reasonability and fulfilment of contractual formalities.
13. Award criteria:-
CSPHCL shall be at liberty to accept any bid, lowest or otherwise or reject any or all bids
without assigning any reason thereof. Successful bidder will be informed by post or through
Fax.
14. Validity of offer:
The offer shall be valid for acceptance for a period of 90 days from the last date of submission
of bids.
15. Disqualification:
CSPHCL may, at its sole discretion, and at any time during the evaluation process, disqualify
any Applicant, if the Applicant has:
i. Submitted the Proposal after the response deadline;
ii. Made misleading or false representations in the forms, statements and attachments
submitted as proof of the eligibility requirements;
iii. Exhibited a record of poor performance such as abandoning works, not properly
completing the contract, inordinately delaying completion, being involved in litigation, or
financial failures, etc.;
iv. Submitted a Proposal which is not accompanied by required documentation or is non-
responsive;
v. Failed to provide clarifications related thereto, when sought;
vi. Submitted more than one Proposal. This will cause disqualification of all the Proposals
submitted by such Applicant.
16. Signing of contract agreement and completion of formalities:
a) Successful applicant shall be required to sign Contract with CSPHCL on non-judicial
stamp paper of Rs 250/ - within fifteen days of receipt of order. Cost of stamp paper and
revenue stamp to be affixed on contract agreement shall be borne by the applicant.
CSPHCL shall not reimburse these costs.
b) Failure of the successful applicant to sign the contract within the stipulated time period
shall constitute sufficient grounds for the annulment of the award, in which event CSPHCL
may blacklist the bidder and make the award to another applicant or call for fresh bids.
17. Security Deposit:
8
Upon acceptance of the offer, the successful professional firm shall be required to deposit a
security amount of 5% of total order value for due and faithful fulfilment of the contract
within 15 days of receipt of the order awarding the contract in form of D.D. on nationalized
bank in favour of “CSPHCL”, payable at Raipur. On request of the professional firm EMD
may be adjusted against SD and the balance amount of SD may be payable through D.D.
Security Deposit shall be retained till faithful performance of terms and conditions of the
order and settlement of liability, if any. No interest on security deposit amount shall be
payable by CSPHCL. The security deposit shall be returned on request of the firm, after
faithful performance as per terms and conditions of the order.
18. Extension of Order :
CSPHCL reserves the right to place an order for extension of contract on the same rates, terms
and conditions for a further period of one year ie FY 2017-18, subject to satisfactory
performance of the professional firm during previous periods audit.
19. Extension of Time and Penalty:
Any extension in time for the execution of work beyond contract period shall only be granted
on merits, after competent approval. The awarded CA/CMA firm shall submit their request
letter with proper justification. In case the ground on which extension is sought is not
reasonable, penalty @1/2% (half percent) per week for delay in submission of report subject
to maximum of 10% of order value shall be imposed on the auditor.
20. Cancellation of Order:
CSPHCL may upon written notice of default, terminate contract in the circumstances detailed
hereunder –
a.a.a.a. If in the opinion of CSPHCL, the professional firm fails to perform the work within the
time specified or during the period for which the CSPHCL has granted extension, if any.
b.b.b.b. If in the opinion of CSPHCL, the professional firm fails to comply with any of the
provisions of this contract. In such case, a written notice shall be served by CSPHCL to
the professional firm to stop further activities and take urgent steps towards corrective
measures, failing which the order will be cancelled.
c.c.c.c. In the event of such termination, CSPHCL may exercise its discretionary powers to
award the work to other professional firm after giving due notice to the professional firm
on account. and at the risk and cost of professional firm.
d.d.d.d. The performance of the firm shall be reviewed periodically and for any unsatisfactory
performance, the Company reserves the right to terminate the services, giving a notice of
15 days to the firm.
e.e.e.e. Notwithstanding the provisions of the Clauses (a), (b), (c) and (d) as mentioned above,
CSPHCL reserves all rights, not to give any reason in writing or otherwise, towards
cancellation of the contract at any time.
f.f.f.f. The decision of CSPTCL shall be final regarding the acceptability of the Report
submitted by the CA/CMA Professional Firm and the concerned company shall not be
required to give any reason in writing or otherwise at any time towards rejection of same.
21. Confidentiality
The awarded firm shall keep all information / documents / facts of CSPTCL confidential and
not use them for the purpose other than that required under this tender / assignment.
22. Force Majeure :
9
Any cause that is beyond the reasonable control of the CA/CMA firm or CSPTCL shall be
force majeure condition. The cause of the force majeure condition will be taken into
consideration only if the tendered within 15 days from the occurrence of such delay.
CSPTCL shall verify the facts and grant such extension as the facts justify. For extension due
to force majeure conditions, the CA/CMA firm shall submit its representation alongwith
documentary evidence for scrutiny by CSPTCL and decision of CSPTCL in this regard shall
be final and binding.
23. Jurisdiction:
Any dispute or difference, arising under, out of, or about this work order shall be subject to
exclusive jurisdiction of the competent court at Raipur (CG) only.
General Manager (Finance)
C.S.P.H.C.L, RAIPUR
Encl : Appendix I- IV & V
Annexure – I & Annexure II
10
Appendix-I
Information / Documents required to be submitted by the bidder to verify Qualifying
Criteria
Sl.
No.
Qualification criteria Documents required
1. CA/CMA firm must be in operation for at
least ten (10) years duly registered with
ICAI/ICMAI.
Firm’s registration certificate
required.
2. CA/CMA firm should have its Head
Office/Branch Office in Chhattisgarh. In
case the firm does not have Head
Office/Branch Office in Chhattisgarh, the
firm should submit an undertaking that
upon appointment as Internal Auditor, it
shall open an office in Raipur within 1
month where at least one partner shall
be stationed permanently.
Details of Head/Branch office in
Chhattisgarh including Postal
Address, Tel No. Etc.
Undertaking of the firm for
opening the office as specified, if
required
3. CA/CMA firm should have minimum 9
partners associated with them during the
last 3 years, out of which at least 4 shall
be fellow members(FCA/FCMA).
Constitution certificate from
ICAI/ICWAI alongwith details of
partners, their qualification and
date from which associated with
the firm.
4. The firm should have served as internal
auditor for at least 1 year during the last
3 years period i.e. F.Y. 2012-13, 2013-14
& 2014-15 of listed Companies/Govt
undertaking/ Power Utility having
minimum turnover of Rs 1000 Crore
during the year of audit. The branch
audit of banks shall not be considered
for the above purpose. In case the firm
has conducted the internal audit of
Zonal/Regional offices of the Companies,
the turnover of the particular
Zonal/Regional offices only shall be
considered for valuation of this criterion.
Copy of order appointing as
internal auditor, Balance Sheet
of Auditee company in case of
corporate level audit with their
phone number and email
address or certificate from
company’s authority regarding
turnover of the Auditee offices.
11
5. During the last 2 years i.e. FY 2013-14 &
2014-15, the firm must have worked as
internal auditor for at least one year in
an organization working under ERP
software environment.
A certificate from Auditee
company
6. The firm should have minimum average
annual professional receipt of Rs. 100
Lakh during the last 3 F.Y i.e. 2012-13,
2013-14 & 2014-15.
Audited Annual Account of firm
7. There should be no legal suit/criminal
case pending or contemplated against
CA/CMA firm on the ground of moral
turpitude or for violation of any law in
force.
An undertaking from the firm
NOTE:- Relevant documentary proofs in respect of all the above requirements need to
be submitted. Without sufficient documentary proof about above qualifying
criteria, Part-III offer- "Professional Fee Bid" shall not be opened.
12
Appendix II
DETAILS OF CA/CMA FIRMS
(Format for submission with Part-II Qualification Bid)
S.N. Particulars Details Documents required
1. Name of the Firm M/s ---
2. Location of Headquarter &
branches
3. Full address of Headquarter
alongwith Tel. No./ fax/e-
4. CAG empanelment no Letter from CAG showing
registration number
5. Latest Partnership deed. Deed dtd ---- Copy of deed
6. PAN of the firm No ------ Copy of PAN card
7. Service Tax Registration No
of the firm
No ------ Copy of registration certificate
8. Number and Name of fully
qualified staff other than
partners.
FCA ---
ACA --
Name wise details
9. Number of candidates doing
articleship.
Name wise details
10.
Details of general and
commercial and Other terms
and conditions of the tender
duly signed by the authorized
signatory of the firm.
Signed copy of the tender
document for accepting tender
terms and conditions
It is here by certified that the information given as above and also elsewhere in the offer are
correct to the best of my belief and knowledge. I understand that
CSPGCL/CSPTCL/CSPDCL/CSPHCL can take action against any finding of incorrectness in
future appropriately.
Signature of authorized representative
Seal.
13
Appendix –III
PROPOSED INTERNAL AUDIT TEAM TO BE DEPLOYED
(Format for submission with Part-II Qualification Bid)
(Please refer tender clause 4 of Other terms and conditions of Package bidded for.)
Number & category of Personnel to be deployed on the Works if undertaken:
Provide the information as required in the following table:
S.No Name of Personnel Qualification of
Personnel
Post qualification
Experience
1
2
3
4
5
6
7
8
9
10
Authorised Signatory
Name & Title of Signatory
Name of Applicant:
Address:
14
Appendix-IV
Financial Details (as per enclosed Audited Balance Sheet)
Please enclose copies of Audited Annual Account of last three years.
Financial year Professional receipt
(Amt-Rs. in Lac)
Document to be
submitted for
verification
2012-13 Audited Annual Account
& Income Tax Return
2013-14 Audited Annual Account
& Income Tax Return
2014-15 Audited Annual Account
& Income Tax Return
Note: As per qualification criteria clause -) - The Firm should have average
annual Professional receipts of at least Rs. 100 lakhs during previous three (3)
financial years i.e. FY 2012-13, 2013-14 or FY 2014-15; (Copy of audited annual
account and income tax return of such financial year be submitted along with this
Appendix).
Authorised Signatory
Name & Title of Signatory
Name of Applicant:
Address:
15
INTERNAL AUDIT OF CSPTCL FOR FY 2015-16 & 2016-17
Introduction and background
Chhattisgarh State Power Transmission Company Limited, with its Head Office at Vidyut
Sewa Bhawan, Danganiya, Raipur, State – Chhattisgarh is a State Power Transmission
Company incorporated under the provisions of the Companies Act, 2013 and is a Government
of Chhattisgarh Undertaking. CSPTCL provides service of transmission of bulk power
through its HV power transmission system comprising of HV transmission lines and
substations. The charges for transmitting power are billed as per the tariff decided by
Regulator CSERC.
CSPTCL is carrying its business through following offices (up to AE level) scattered all over
Chhattisgarh:-
Name of offices No Reporting to Activity Location
Managing Director 1 Chairman Decision making and
approving authority
At State
capital city –
Raipur
Executive Director
/ CE / GM offices
7
Managing
Director
HoD of various department
like Civil, Transmission,
Construction and
maintenance, operation
and maintenance, finance and
commercial. Approving
authority to a particular level.
At state
capital city –
Raipur
SLDC 1 Managing
Director
Management of demand and
supply of power of whole
State. Issue of bills for
SOC/MOC charges issue of
bills for STOA charges
Raipur
Superintendent
Engineer (SE)
offices
8 ED / CE
offices
Supervising the divisions
below and approving authority
to a particular level.
Raipur,
Bilaspur and
Bhilai
Stores 2 Respective
SE office
Inventory keeping and
management
Bilaspur and
Bhilai
Regional account
offices (RAO)
3 GM (Fin) Keeping accounts catering
financial needs of offices of
respective region
Raipur &
Bilaspur
Executive Engineer
(EE) Construction
and maintenance
divisions
15 Respective
SE office
Executes / monitor a group of
lines and substations
construction work and
maintenance of lines
Situated
mainly in city
areas
EE Operation and
maintenance
divisions
21 Respective
SE office
Manage the operation &
maintenance of a group of
substation
Situated
mainly at city
areas
16
Assistant Engineer
(AE) Construction
and maintenance
subdivisions
12 Respective
division
office
Incharge of a particular
construction site / line
maintenance work
Scattered all
over
Chhattisgarh
AE Operation and
maintenance sub
divisions
56 Respective
division
office
Incharge of a particular
substation for operation &
maintenance
Scattered all
over
Chhattisgarh
The list of offices location wise has been given at Annexure - I
Work of the Company includes:
a) Transmission of high voltage power to long term, medium term and short term open
access customers.
b) Construction of HV transmission lines and substations for capacity enhancement of
power transmission system.
c) Construction of HV transmission line, substation and or feeder bay on behalf of
consumers under deposit work scheme.
d) Operation and maintenance of HV transmission lines and substations.
e) Compliance of requirements provided under provisions, regulations, notifications,
clarification, etc issued or notified by Chhattisgarh State Electricity Regulatory
Commission (CSERC).
Objectives
The objective of this assignment shall be to:
a) To carry out internal audit function of CSPTCL with the scope of work as detailed at
Annexure II.
b) Establish an effective internal audit and control system.
c) Assessment of performance / efficiency of offices w.r.t. HR resources, property resources
and financial resources i.e. under or over utilization of resources.
d) Submission of internal audit report to audit committee of company.
e) Implementation of instruction / guidelines issued by Audit committee
17
Other Terms and Conditions
1. Scope of work under this tender
Detailed but not exclusive scope of internal auditor assignment under this tender has been
mentioned at Annexure II.
2. Subletting of work :
The awarded CA/CMA firm shall not sublet the work. In case of getting execution of work
through other firm/ person, the contract may be terminated and action as deemed fit shall be
taken against awarded firm.
3. Audit Program :
The awarded CA firm has to submit its Audit Program within 15 days from the date of receipt
of order to this office for conduction of audit. The audit program should strictly be followed
by the office as well as by the auditor. Failure to commence the audit as per audit program
shall entail the forfeiture of security deposit and cancellation of the order.
Alogwith audit program, the awarded firm shall also submit the detail of audit team to be
deployed (as described at below clause) i.e. the names of team members, documents to certify
their qualification and post qualification experience. The members of audit team once
deployed, the awarded firm shall take all possible efforts not be change any of its member.
However, due to any unforeseen reason, the awarded firm is forced to replace any of the
members of audit team, then prior approval of CSPTCL shall be must. The replacing member
shall have to possess the same or more qualification, experience and skill as the replaced
member had. However this will not be referred for delay in work execution.
4. Team to be deployed
The audit work of each office shall be executed by audit team consisting minimum of
a) One ACA / ACMA having minimum 2 years post qualification experience in audit.
b) 2 Audit Asstt.s having minimum qualification of CA (Inter) / CMA (Inter)/ M.Com
with minimum experience of 2 years.
In addition to the above, 1 FCA shall be deployed as team leader for supervision of overall
work of internal audit to be executed under the contract.
The above is minimum requirement of workforce to be deployed. However CA/CMA firm
shall also ensure that size and quality of the team is commensurate with the volume of the
work involved, time limit allowed and finally the quality of output expected. Accordingly,
number of audit team may be increased as per audit to be carried out.
The CA/CMA firm shall provide details of proposed internal audit team in Appendix –III
5. Execution of work and reporting
Awarded firm shall start the work of internal audit within 30 days of receipt of order.
The work of internal audit shall be executed and reporting shall be done as under:-
For financial year 2015-16
Audit Report on half yearly basis To be submitted up to
Audit report for half year April 15– Sep’ 15 and synopsis Within 2 months of
18
thereof award of contract
Audit report for half year Oct 15 – March 16 (along with
synopsis)
Within 4 months of
award of contract
For financial year 2016-17
Audit Report on half yearly basis To be submitted up to
Audit report for half year April 16– Sep’ 16 and synopsis
thereof
Upto 31 Nov –16
Audit report for half year Oct 16 – March 17 (along with
synopsis)
Upto 31 May-17
Note :- (1) The audit Report shall also contain suggestions from auditor to improve system,
internal control, performance of offices / staff / property etc.
(2) The above reporting periodicity and style may change at the time of final order.
6. Co-ordination from Auditee Office :
The CSPTCL shall designate auditee office to co-ordinate with the auditor in such a manner
so as to complete the audit of respective offices within the prescribed time schedule. The
auditee office will provide reasonable works place, furniture to the audit team. Other
resources, viz. computers, telephone etc. would have to be arranged by CA / CMA firm. The
auditor shall also exercise due diligence to ensure coordination and timely completion of
audit.
7. Audit Report:
A) Individual offices and combined offices for reporting
Audit report of office of Managing Director (MD) / Executive Director (ED) / Chief
Engineer (CE) / Superintendent Engineer (SE) shall be prepared individually office wise
however audit report of Executive Engineer offices shall include reports of its subordinate
offices too i.e. Assistant Engineer (AE) offices as though they are one office. As such
reporting shall be done up to EE office level
B) On spot clarification and issuance of half margin
While auditing, auditor shall first take immediate oral explanation on queries from office
incharge / concerned staff. If explanation is not acceptable then shall forthwith issue Half
margins (containing all queries of the auditor seeking written explanation) to the concerned
office head.
The concerned official shall reply to the queries raised by the auditor in the half margin
within a week from the date of receipt. The auditor shall again verify the facts presented in
reply. If he still finds the reply unsatisfactory, then include such query in final report with
explanation offered by office.
19
C) Final Report
Final Audit Report shall be made up on
1) Half yearly basis for all individual offices separately alongwith compliance report of
previous audit report (s) (to be submitted to MD, CSPTCL and copies to the next higher
authority offices of auditee office)
2) Combined synopsis of Half yearly audit reports of all offices (to be submitted to Audit
Committee).
3) Combined yearly synopsis of compliances indicating the paras and action taken / not
taken against them (to be submitted to Audit Committee)
D) Style of Reporting – The reports of individual offices shall be prepared in two sections as
under:-
i. Test Audit Report (TAR): This section shall contain all such irregularities, which
auditors want to bring to the notice of management specifying the financial
implications. Further, it shall also highlight deviations from policies, systems and
procedures followed by CSPTCL. The observations should be arranged into self-
contained Audit Para with suitable titles. Separate Audit-Para shall be constructed for
different matters/natures of discrepancies. But, discrepancies of similar nature shall
be grouped together & single Audit Para shall be raised. Each Audit-Para shall be
numbered with specific number. This section shall contain all such irregularities /
discrepancies which are of major nature and financial implications above Rs.10,000/-
for each individual case.
ii. Test Audit Note (TAN): This section shall contain all such irregularities/
discrepancies which are of very small nature and financial implications upto Rs.
10,000/- for each individual case.
Note:- (1) Observations in the internal audit reports should not be general in nature. The
observations should be specific and to the points, adequately supported by
instances of irregularities / non-compliance of rules, regulations, etc. Suggestions
for improvement should be given, wherever possible.
(2) The above format and style of reporting may be changed by and shall be
redesigned as per the guidelines / requirement of Audit Committee.
8. Submission & Acceptance of Audit Report :
The awarded CA / CMA firm is required to submit the Audit Report as specified at clause 7 of
this tender and any changes/ corrections as observed by the Audit Committee of CSPTCL
shall be done by the firm within 10 days of intimation of the same by the committee. The final
Audit Report after incorporation of changes should be submitted in 3 copies along with soft
copy in CD to the nodal office.
In case, audit report is not accepted due to poor quality or not as per scope of work, the
auditor shall have to carry the audit work again to the satisfaction of appropriate authority and
or action shall be initiated for cancellation of contract as per clause of this tender.
20
9. Submission of Bills for Professional Fee:
The awarded CA/CMA firm shall submit the bills in Triplicate to office of GM (Finance)
CSPTCL after completion of the audit work as per Order and Audit Program alongwith
submission of Audit Report in Three Copies, along with soft copy in CD.
10. Payment Term of Professional Fee :
Professional fee shall be paid generally within 30 days after completion of the audit work on
submission of the bill (as per clause 11) to O/o GM(Finance) CSPTCL and upon submission
of audit report and synopsis and its acceptance by Audit Committee as under
Sl
No
Release of Fees % of
Annual Fee
1 On submission of 1st Half Yearly Report 25%
2 On submission of 2nd Half Yearly Report 25%
3 On acceptance of 1st Half Yearly Report by the Audit committee 25%
4 On acceptance of 2nd Half Yearly Report by the Audit committee 25%
The Professional Fee quoted by the firm is deemed to cover the width (coverage) of audit in
terms of all sphere and depth. In case, poor performance is observed in any part of the Audit
Report, the fee for concerned part of the work may be deducted on rational basis, depending on
the works coverage of the office concerned.
11. Nodal Agency & Officer Incharge :
The GM(Finance) CSPTCL shall be the nodal agency for the work under this package.
The Dy GM O/o GM (Fin), CSPTCL shall be the officer-in- charge and shall be responsible
for implementation of Audit work. Any guidelines required during execution of audit may be
taken from Officer - In-charge.
21
Annexure –I
List of offices of CSPTCL for which internal audit of FY 2015-16 and 2016-17 is to be
conducted by Internal Auditor
Sl No Name of office –O/o
Sl
no.
Name of office O/o
1 SE(Civil)Trans Bilaspur 25 AE132KV S/s Bilaspur
2 SE(EHT)C&M Bilaspur 26 AE220KV S/s Mopka
3 SE(T&C) Bilaspur 27 AE132KV S/s Champa
4 EE(Civil)Dn.Bilaspur 28 AE132KV S/s Darri
5 A.E Civil Bilaspur 29 AE220KV S/s Kotmikala
6 A.E Civil Champa 30 EE(EHT-Maint) Bilaspur
7 A.E Civil Raigarh 31 AE TLM S/s Bilaspur
8 AE Civil Bishrampur 32 AE TLM S/s Korba
9 AE Civil Manendragah 33 AE TLM S/s Ambikpur
10 EE(Civil)Dn.Raigarh 34 AE TLM S/s Raigarh
11 EE(400KV Civil) Bilaspur 35 EE(400KV LC) Bilaspur
12 EE (Commu.) Bilaspur 36 EE(400KV S/s-C)Bilaspur
13 AE(COMM) Bilaspur 37 EE(Store) Bilaspur
14 EE(EHT-C) Dn.Bilaspur 38 EE(MRT)S/s Dn Bshmpr
15 AE EHT Raigarh 39 AE132KVS/s Ambikapur
16 AE(EHT-C) Bilaspur 40 AE132KVS/s Bishrampur
17 EE(EHT-C) Dn.Korba 41 AE132KVS/s Manendraga
18 EE(MRT&S/S)Dn Raigarh 42 EE(MRT) Dn Bilaspur
19 AE220KV S/s Raigarh 43 AE132KVS/s Ambikapur
20 AE132KV S/s Raigarh 44 AE132KVS/s Bishrampur
21 AE132KVS/s Pathalgaon 45 AE132KVS/s Manendraga
22 AE132KVS/s Sarangarh 46 AE132KVS/s Pathalgaon
23 EE(S/S) Dn. Bilaspur 47 RAO CSPTCL Bilaspur
24 AE132KV S/s Akaltara 48 SE(Civil)Trans Raipur
22
Sl No Name of office –O/o
Sl
no.
Name of office O/o
49 SE(400KV) Const. Raipur 71 A.E 220KV S/s Gurur
50 EE 400 KV LC Kanker 72 A.E 132KV S/s Ruwabadha Bhilai
51 EE400KV S/s C Jagdalpur 73 EE(EHT-Maint) Bhilai
52 SE(T&C) Raipur 74 AE EHT(M) Raipur
53 SE(EHT) C&M Bhilai 75 AE EHT(M) Barsoor
54 EE 400KVCivil Dn. Raipur 76 AE EHT(M) Bhilai
55 EE (Commu.) Bhilai 77 EE S/s Div Rajnandgaon
56 A.E(Comm) Bhilai 78 A.E 132KV S/s Rajnandgaon
57 A.E(Comm) Khedamara 79 AE132KVS/s Dongargarh
58 A.E(Comm) Raipur 80 E.E.(EHT-C) Bhilai
59 A.E(Comm) Jagdalpur 81 EE(400KV S/s Bhilai
60 EE(EHT-C) Raipur 82 EE400KV S/s (C) Raipur
61 AE(EHT) Raipur 83 EE(400KV) Line Const. Raipur
62 AE EHT(C) Jagdalpur 84 EE(Civil-Tran) Bhilai
63 AE EHT(C) Raipur 85 AE 400 KV civil Khedamara
64 EE S/S Dn. Bhilai 86 AE Civil Trans Bhilai
65 A.E 220KV S/s Bhilai 87 Addl. C.M.O Bhilai
66 A.E 132KV S/s Bhilai 88 E.E. 400KV S/s Raita
67 A.E 132KV S/s Dallirajhara 89 EE (MRT & S/s) Jagdalpur.
68 A.E132KVS/s Dhamtari 90 AE132KV S/s Kirandul
69 AE132KVS/s Dongargarh 91 AE220KV S/s Barsoor
70 AE132KV S/s Kawardha 92 AE(HVDC) Barsoor
23
Sl No Name of office
Sl
No Name of office
93 AE132KV S/s Jagdalpur 110 AE 132KV S/s NRDA Kuhera,
Raipur
94 EE(Civil) Dn. Jagdalpur 111 EE Work Shop Dn. Bhilai
95 EE(Store) Bhilai 112 SE(T&C) Bhilai
96 EE S/S Div. Raipur 113 EE(MRT) Raipur
97 AE 220KV S/s Urla 114 EE(MRT) Dn Bhilai
98 AE220KVS/s Bhatapara 115 RAO CSPTCL Raipur
99 AE132KVS/s Gudhiyari 116 Managing Director
100 AE132KVS/s Birgaon,
Raipur
117 C.E.(Civil -Trans.), Raipur
101 AE132KV S/s Kachana,
Raipur
118 ED (Transmission), Raipur
102 AE132KVS/s Paraswani 119 GM (Finance), Raipur
103 AE132KVS/s Simga 120 C.E.(ROC-T&C), Raipur
104 AE132KVS/s Balodabaza 121 C.E.(EHT:C&M), Raipur
105 AE132KV S/s Borjhara 122 ED (C & P), Raipur
106 AE220KV S/s Dn. Doma 123 DGM HR (Trans), Raipur
107 EES/s Div.-II Raipur 124 E.E.(Civil HQ Div.), Raipur
108 AE132 KV S/s Dn. Rajim 125 ED (L/D), Raipur
109 AE132KVS/s Mahasamund 126 HQ RAO CSPTCL, Raipur
Note:- Number of offices may increase or decrease during the period of assignment.
24
Annexure –II
SCOPE OF THE WORK OF INTERNAL AUDITOR OF CSPTCL
As per requirement under the provisions of Section 138 of Companies Act 2013 read with
Companies (Accounts) Rules, 2014 CSPTCL intends to appoint CA/CMA Professional Firms as
internal auditor for carrying internal audit of offices of CSPTCL as listed under Annexure-I. The
Scopes of internal auditor for the internal audit work of different offices is mentioned as under
which are only example. Appointed internal auditor shall have to work on any other specific /
general scope of work as instructed time to time by Audit Committee of the Company over and
above as given below. Further, the internal Auditor shall have to use all measures, techniques
and knowledge to find out irregularity, anomalies and or to improve the system for cost and time
saving.
A comprehensive (but not exclusive) scope of work has been formulated as under :-
(A) Purchase order Section / Work order section
Before starting internal audit of this section, take details of all working / procedures of this
section form HoD, read all circulars, policies and DoP. Generally following records are
maintained in this section
a. Purchase order register –in this register, all orders issued during the year is maintained.
b. Purchase / work proposal file – this file contains all office notes regarding purchase / work
requisition, administrative approvals, tender, bids, comparative chart, order approval,
issue of order and its execution etc
c. Supplier / contractors bill register (RA Bill and MB Register)
d. EMD / SD Register
e. Any other records of importance for internal audit
While auditing purchase order / work order special attention should be given to
a) Check that administrative approval has been accorded to all purchases / works as per
DOP.
b) Check that approval has been made within the approved budget
c) Check that Tender document has been duly approved as per DoP. Financial criteria of
bidders have been designed as per prevailing norms. EMD, turnover criteria, net
worth criteria (if asked) have been designed as per norms.
d) Check that enquiry has been well populated to invite competitive bids. Advertisement
policy of the company should have been properly followed.
e) It should be critically checked that purchase / work has not been split up to bring the
purchase within the power of single approving authority
f) Check that technical bid and financial bid have been properly scrutinised by the
committee formed and deviation charts have been properly prepared.
g) Check that the price bid has been opened by the committee on due date and
comparative statement has been prepared considering all factors to simulate prices of
all qualified bidders at an equal platform
h) Check that purchase order / work orders are uploaded immediately and correctly in
SAP after its issue. Report if delay is more than a week.
i) Check that service entry sheet and its GRN are forthwith entered in SAP after receipt
of services. Report if delay is more than a week. Service entry sheet and GRN of
25
service received for March (financial year end) is made in SAP on or before 31st
March
j) Check that supply / work has been done as per the schedule.
k) In respect of work order, check that as and when MB is certified up to a particular
level of work, its GRN is made in SAP forthwith.
l) Check that RA bills are timely submitted by contractor and processed timely by
office. Particularly check that RA bill of March has been submitted before 31st march
and its entry sheet and GRN has been prepared in SAP so as to ensure booking of
expenses within the same year.
m) Check that LD has been properly recovered on delay of supply / work.
n) Waiver of LD charges by competent authority is to be critically reviewed with
reference to existing circumstances.
o) Check that advance (if given to vendor) has been given as per agreed norms and its
interest / instalment has been recovered properly as per order / agreement.
p) Check that local purchase / cash purchases are as per norms.
q) Check that payment made against purchase / work order has been made as per
payment clause of order. If deviate, approval has been accorded by the competent
authority.
r) Check that SD, Retention money and other charges as per norms / order has been
properly deducted from the bill.
s) Check that payment has not been delayed without any reason at any stage of bill
passing i.e. at Division, RAO, Head office.
t) Check that EMD has been refunded immediately to unsuccessful bidders and EMD of
successful bidders has been adjusted towards SD.
u) Check that SD has been refunded as per order without delay
v) Check that retention money has been refunded after the compliances of order.
w) Check that vendor accounts have been reconciled with their records.
x) Report that EMD/SD which are kept un-refunded in excess of three months after due
date / completion of maintenance period.
y) Check that “C” form is issued timely after passing the bill without waiting request
from vendor.
z) In case of time extension of supply / work and or exemption of penalty (liquidated
damage), critically verify the case to establish that no undue advantage has been
given to supplier.
(B) Works Section
Before starting internal audit of this section, take details of all working / procedures of this
section form HoD, read all circulars, policies and DoP. Generally following records are
maintained in this section
(i) Scheme wise sanctioned estimate register/ files.
(ii) Work order register and files.
(iii) Store issue / return summary register and file.
(iv) Site stores register estimate wise – check that proper records of receipt from stores,
issue to work and balance stock has been maintained. Carry physical verification of
stores in hand as per site stores register.
(v) Completion report registers and file.
26
(vi) Survey report register / files – check that reserve price of survey reported items have
been calculated on the basis of current saleable price looking to the present condition
and not on net book value. Check that accounting entry of survey reported items have
been made correctly as per circular.
(vii) Receipt / return indent of unserviceable/ balance material to Areas Store register and
file.
(viii) Any other records of importance.
While auditing this section, more importance should be given to followings Capital
work
a) Compare the approved estimate with the actual work – check that all items as per
approved estimates have been booked to the work. If any deviation is found, it should
be well supported by proper justification.
b) Check that actual work is not over run as compared to the approved estimate. If over
run, check that proper approval has been accorded.
c) Report those capital estimates which have been sanctioned but work has not been
started during the year as fund was reserved for such estimate and not utilised
hampering other necessary works. Report age-wise analysis of unexecuted capital
estimates.
d) Check the Deposit work register carefully– approved estimate and booking to deposit
work should be meticulously checked. Check that all items as per approved estimate
have been booked. Take site stores register for a particular deposit work and check that
all items drawn from stores have been booked to deposit work.
e) Check that work register have been maintained properly for each work and reconcile
the same with SAP estimate w.r.t. booking of amount.
f) Check that site store register have been maintained properly for each work and entry
have been made of all material drawn from stores and issued to (booked to) estimate.
Verify physically the stores at hand.
g) Measurement Book (MB) of each work is maintained manually in which AE/JE enters
the measurement of each stage of work and details of all material consumed in the
work. Take the details of booking in SAP estimate of the work and compare with MB
of the same work. Check that all quantities of material / measurement are reconciled.
h) Check that capital work estimates have been executed timely or work has been started.
Present the agewise list of capital work in progress and capital estimates not executed
till date.
O&M Division & Sub division
a) Check that all sanctioned O&M estimates have been executed within the year. Reasons
of non-execution should be reported. Maintenance estimates are made for repair of
some equipment. Non execution of such estimates reveals that estimates were made
without need blocking the fund or equipment is running without repair which may lead
sudden breakdown and excessive repairing charges in future.
b) Take scheduled maintenance chart of all essential equipment and check if scheduled
maintenance works of all essential equipment are carried out regularly.
c) Take log book of all essential equipment and check if all entries are made regularly.
d) Check that in substation, metering equipments have been calibrated every year.
(C) Establishment Section
27
1. Service Book – check that
a) Thumb impression of employee is put in left side in first page of service book and
oath has been signed and verified by DDO / employer / HOD
b) Name of the employee, caste and sub caste has been correctly written. DoB has been
clearly inked and there is no manipulation / overwriting. DoB is protected by
transparent cello tape with a seal saying “do not change DOB without competent
approval. Address is complete with address proof, father name and permanent
address with proof, educational qualification, height personal mark of identification,
signature of employee.
c) Appointment order number and date with pay scale has been mentioned
d) Medical verification has been entered in red ink
e) Police verification has been entered in red ink
f) Entry of completion of probation period of 2 years has been done
g) Service verification seal has been put by concerned disbursing offices each year.
Higher pay claim has been entered properly. Higher pay claim is eligible only from
the date of application only
h) EL & medical leaves have been properly maintained. EL is entered two times in a year
i.e. July and January
i) Punishment if any is entered in red ink.
j) Pasting – GPF nomination form in original, caste corticated attested photo copy,
appointment order photo copy, DoB document (mark sheet etc), extra qualification
mark sheet (with permission).
2. Personal file is a document file of service book – check that all documents which are
entered and pasted in service book have been maintained in personal file.
3. Medical claim register and relevant files- all medical bills passed of employee are entered
in this register and progressive total year wise
4. Advance Register TA/Transfer TA etc. – check that advances have been granted after due
approval. Check that advances have been recovered / adjusted in time as per cash manual.
5. Earned leave, medical leave and casual leave Register – check that all entries of EL, ML
and CL credited and availed have been maintained. Check that balance of EL has been
properly calculated and carried forwarded.
6. L.W.P. Register. Reconciliation with personal file and pay sheet
7. GPF sanction and its account register pass book – check that entries of GPF deductions,
part final, loan, loan recovery, interest have been made up to date.
8. Any other records of importance.
(D) Cash Section:
1. Cash Book – check that cash book is well maintained with all entries inked out with least
overwriting and cash is balanced at each page. Check the expenditure / payments with
vouchers.
2. Banks reconciliation statement – check BRS of every month. Check that no entry in BRS
is pending for long time.
3. Imprest / RTA/ Temporary Advance register –check that account of Temp advance is
submitted in due time as per cash manuals.
4. Check that temporary advance has been expensed for the purpose advance was taken.
5. Check that all capital expenses against temporary advance and RTA are booked in
respective capital estimates in SAP
28
6. Check that cash has been properly managed to give optimum benefit to organization.
Check that fund surplus has been properly invested to give optimum benefit with
liquidity options.
7. FDR register and reconciliation
8. Check that all TDS deducted by Bankers on interest income has been received and
properly appeared in 26 AS
9. Local purchase/ contingency exp. Register – check that entries of purchases are made
properly.
10. Any other records of importance
(E) General Section
1. Take list of vehicles and their Log books – check that log books have been well
maintained. Check that each entry has been signed. Check that vehicle is used only for
office work and not for personal work. Check that vehicle hired and used and not kept
idle etc.
2. Register and contract files of engaged private vehicle on hire – check that all contracts
are as per norms.
3. Sanctioned R&M estimate file & expenditure account register.
4. Stock accounts register of stationary & printed stationary.
5. Dead stock register, office furniture &equipment.
6. Property and assets register/ fixed assets register – check that all property / fixed assets
owned by office have been entered with date of purchase, description, make and
identification number. Check that all such properties are in working condition or in
repairable condition. If not check that unserviceable property are under process of survey
report.
7. Any other records of importance
(F) Statutory compliances
1. Check compliance of Accounting Standards and provisions of the Companies Act as
applicable time to time.
2. Check that all secretarial records as per Companies Act have been maintained.
3. Check compliances of license conditions / tariff order conditions as prescribed by
CSERC.
4. Check Compliance of Income Tax Act viz. deduction of tax at source at the time of
payment towards Rent, Consultancy charges, Professional fees, etc.
5. Check compliances of Service Tax Act
6. Check the compliances of Commercial Tax Act
7. Appropriate recovery under various laws and its timely deposit with appropriate
authorities and filing of returns.\
8. Check that VAT set off (input credit) / CENVAT has been claimed.
9. Check the timely remittances of CPF, GPF, EPF, GSLIS and all other statutory dues.
10. Check that no violations of any other law e.g. non-payment of wages as per minimum
Wages Act, timely remitting of P.F by contractors for which Corporation is responsible
as a Principal Employer.
11. Check that all quarterly / half yearly / annual returns are filed in time such as TDS return,
Service tax return, commercial tax return etc.
12. Check that “C” form, TDS certificate, commercial tax certificates etc have been issued
timely without waiting request from vendor
29
13. Check that CARO questionnaires have been complied with
(G) Loan, Banking & Drawing Section
1. Take details of each loan and verify the terms and conditions.
2. Check that proper approval of competent authority has been taken for obtaining loan and
mortgaging assets.
3. Check that repayment of principal has been done timely without any default.
4. Check the calculation of Interest as per loan agreement and its timely payment.
5. Critically checking the interest charged in Bank’s OD /CC account as generally Banks do
the calculation mistake in interest.
6. Reconciliation of loan accounts.
(H) Store
1. Carry physical verification at financial year end and following shall also be reported
a) Check that bin card has been attached to each inventory or group of inventory for proper
identification.
b) Check if items under one bin card have been stacked / kept at one place and not scattered
more than one place.
c) Any excess/shortage of inventory found as a result of stock verification as compared to
Bin Card / Store record should be investigated on the spot and a detailed report to be
submitted.
d) Age-wise analysis report of Inventory (Less than 1 year, 1-3 Years, 5-10 Years, 10-15
years, More than 15 years) and listing of materials age-wise.
e) Report on Fast Moving, Slow Moving & Non-Moving Stores
f) Report a list of items issued but not consumed / material lying on shop floor/ Site. (Since
more than One Month).
g) Report on existence of proper arrangement of safe custody and storage of material.
Auditor has also to
1. Check that inventory are inspected properly and in due time before it is taken into stores
2. Check that no issue indents are pending for long time
3. Check that GRN is made in time.
4. Check that MRC is issued in time
5. Check that proper insurance coverage has been taken for fire, theft, burglary etc.
6. Check that scrap is auctioned time to time
7. Check that proper security arrangement has been made in the premises against theft and
fire.
8. Check that all issue indents of tower parts issued by Workshop division has been posted
in store record and no issue indent is pending.
(I) Commercial & Regulatory affairs
1. Check that Tariff proposal has been properly prepared considering all technical and
financial data of company. Check that all technical and financial data / parameters are
properly calculated as per Tariff Regulation.
2. Check that energy transmitted is well metered at every point and transmission loss is
calculated properly.
30
3. Check that bills of transmission charges, SLDC charges, STU charges, System rental
charges etc are issued timely as per tariff order / agreement
4. Check that revenue is realized in due date.
5. Check that proper bill of surcharge / interest is issued against late recovery of revenue
bills.
6. Check that all certificate of TDS / TCS have been received and properly reconciled with
26 AS
7. Check that customers’ accounts have been properly reconciled with their records.
(J) Fixed Assets and Capital Work in Progress
1. Check that all assets put to use or commissioned during the year has been assetised in
SAP on the date of commissioning / put to use. In case, any bill / expenditure is pending,
there is a provision to do provisional assetisation on the basis of provisional completion
report.
2. Check that in completion report overhead at prescribed rate have been charged.
3. Check that in completion report, construction period interest (if any) has been charged
(for that purpose, prepare a chart of asset wise loan and its interest).
4. Checking of works completed but not transferred to fixed assets. Report such assets.
5. Check that all assets created under deposit work contract have been accounted / assetised
as per the Accounting Standard followed by the Company.
6. Check that all survey reported assets have been properly accounted as per circular
7. Check misclassification of revenue expenditure required to be capitalized or vice versa.
8. Check that assets / property in possession of auditee office are secured in all respect.
9. Check that land owned by auditee office is properly protected and not encroached. If
encroached check whether proper actions have been taken at appropriate level to set free
the land.
10. Check that reserve price of unserviceable survey reported assets has been determined on
the basis of its real net realizable value and not mere net book value / residual value.
Check that accounting entries of such survey reported assets have been properly made at
stores level and RAO level.
(K) Cost Records – Auditor has to check that cost records are correctly maintained and
applicable Cost Records Rules are followed.
(L) Performance report on resource utilization
1. Take the quantum of works entrusted to be done in a year by auditee office and with that
respect, evaluate if the HR is over utilized or underutilized.
2. Take the details of assets / property owned by auditee office and evaluate if the assets /
property is properly utilized or kept idle.
3. Performance evaluation w.r.t. timely and error free disposal of work by auditee office.
Error free means the work once disposed off should not be referred back for correction.
(M) Placing before Audit Committee a report on Compliance of previous Audit Report: -
Prepare and place a report before audit committee on compliances by auditee offices on
previous audit paras / reports issued by C&AG / internal auditor.
31
Appendix –V
PROFESSIONAL FEE FOR THE WORK OF INTERNAL AUDITOR OF CSPTCL
(Format for submission with Part-III Price Bid)
SlNo Details Professional Fee (Rs.)
(Exclusive of Service Tax)
(I) Fixed Professional fee on lump sum
basis Inclusive of all charges, Taxes &
Duties except Service tax for the work
of internal auditor of CSPTCL for
financial year 2015-16
Amount in Rs. ................
( In words __________
____________________ )
(II) Fixed Professional fee on lump sum
basis Inclusive of all charges, Taxes &
Duties except Service tax for the work
of internal auditor of CSPTCL for
financial year 2016-17
Amount in Rs.
( In words______________
__________________ __ )
Signature of authorized representative
Seal.